Francesca Jimenez
Castro Valley,CA
Summary
Stanford employee with 7+ years of experience Solid administrative experience with excellent customer service skills in the education and financial field Proactively streamline and facilitate work demands of supervisor, providing clerical support within a broad scope of discretion and a high level of confidentiality, accuracy, and timelines Excellent communication skills with sophistication in dealing with clients, management team, and colleagues Demonstrates initiative, judgment, and discretion and can properly handle sensitive information and materials. Experience in a fast-paced, demanding environment. Technologies: PeopleSoft, Oracle Financials, Word, Excel, PowerPoint, Smartsheet, Outlook, Adobe, Internet (all search engines) ADP, Axess, GFS, Canva, and other database platforms
Overview
19
19
years of professional experience
Work History
Administrative and Finance Coordinator
Stanford University
03.2022 - Current
- Manages calendars and schedules meetings for executives, staff, and outside collaborators
- Oversaw and/or performed duties associated with scheduling, organizing, and operating complex meetings, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and supporting budget management
- Reviews documents and forms for completeness and tracks files for follow-up
- Researches and resolves routine issues, refers complex issues to other staff
- Inputs data, and updates electronic databases, websites, literature, and associated materials
- May collect, gather, and validate data, and prepare reports
- Coordinates logistics for outreach activities, meetings, and events
- Manages and prioritizes assignments with competing deadlines from multiple areas/members of the department
- Contributes to general office administration and process improvements
- Trains and directs day-to-day activities of student and temporary workers
- Stanford Big 5 Event planning and execution: New Student Orientation, Reunion Homecoming, Family Weekend, Admit Weekend, Commencement Weekend
- Sends correspondence to students for Big 5 events through the department inboxes
- Maintains approved content for the department’s websites, including updating and managing content, and ensuring the accuracy of information detailed on the websites
- Responds to routine inquiries and manages the department inboxes
- Sends visa letters to students participating in Commencement
- Assists with the graduate admissions process
- Prepares and maintains confidential documents and forms
- University financial operations including purchasing, reimbursements, expense requests, corporate card use and oversight, revenue processing, account reconciliation, POS, and invoices for contracted services and materials
- Generates department budgets and Big 5 events budgets, financial reports, and expenditure control
- Budget monitoring and approving expenditures
- Performed limited forecasting and provided recommendations that determined the budget
- Responsible for p-card administration, ijournals, requisitions, PO processing, travel cards, and expendable reimbursements
- Resolve invoice discrepancies
- Record invoices in the accounting system and prepare them for payment
- Reconcile payments to vendors
- Monitor vendor accounts to ensure payments are made in a timely manner.
Executive Administrative Assistant to the Vice President
Phoenix College/Maricopa Colleges
04.2019 - 03.2022
- Supports the Vice President of Student Affairs in scheduling evaluations in internal and external meetings and meeting rooms
- Host all WebEx and Google Meet meetings and interviews
- Designs and formats complex documents and compose original documents correspondence and presentations
- Assists with the planning and implementation of various marketing materials such as flyers, giveaways, posters, signs, and much more
- Assist in vendor retention
- Assists with the planning and implementation of various divisional events/programs and services including intercampus collaborations; supports the division by using technological skills and business systems such as FMS, Boexi, HCM, SIS, Google Calendar/Drive/Sheets/Slides/Docs, Live25 reservation system, etc
- Attends department and district level meetings and records meeting minutes
- Compliance monitoring and approvals in Title IX and conduct
- Prepare Title IX confidential letters and schedules meetings and hearings to keep compliant with the Title IX process
- Assists with student and faculty orientations; develops divisional promotional materials
- Monitors and coordinates services such as maintenance, media, printing, and word processing with college/district departments and external organizations; coordinates and provides research assistance on special projects and program
- Prepares and maintains confidential personnel and payroll records; ensures documents (e.g., faculty and budget documents) remain current; maintains statistical data for programs and services
- Order supplies, create PO’s and requisitions
- Maintains detailed knowledge of policies, procedures, and activities; prepares and maintains schedules, coordinates calendars, and research, and makes travel arrangements; serves as departmental liaison to various support departments at the college
- Collaborates with other staff when needed/requested; accesses class rosters; orders and delivers supplies to instructors and classrooms
- Provides basic computer-related fax and copier support
- Provides support for and interacts with students, faculty, community members, vendors, and college staff including but not limited to acting as the first point of contact with the department receiving and responding to inquiries and information requests on VP ‘s schedule and contact information
- Answers calls and provide resources, resolves complaints, and forwards them to the adequate department’s resources, resolving issues or referring requests to the appropriate resource
- Works closely with payroll for new hires.
Office Administration/Financial Assistant
Various Temporary Opportunities
11.2017 - 04.2019
- Complete office administration duties, including calendaring, invoicing, scanning documents, performing data entry, and arranging travel
- Marketing
- Answer phones and respond to emails
- Organize file systems using a computer
- Data entry, preparing a balance sheet, updating financial records, and creating and processing invoices
- Overseeing client’s account
- Reviewing and performing audits on financial statements and reports.
Executive Administrative Assistant to CEO
Criterion Brock
04.2017 - 10.2017
- Coordination of events, meetings, seminars, or conferences
- Data analyst
- Answering and screening phone calls, filing, faxing
- Mail correspondence and general office duties
- Create financial and data Excel spreadsheets and Google spreadsheets
- Process expense reports
- Manage the CEO’s calendar and travel
- Book and or cancel flights, rent cars, book hotels, negotiate contracts for contracted hotels
- Prepare customer binders for all branches
- Assist in preparing the budget
- Record invoices in the accounting system and file for payment
- Reconcile payments to vendors and contractors
- Shipping
- Communication liaison with properties
- Marketed for prospective properties and to gain more clients.
Faculty Administrator
Stanford University
08.2010 - 04.2017
- University financial operations including purchasing, reimbursements, corporate card use and oversight, revenue processing, account reconciliation, POS, and invoices for contracted services and materials
- Generate budgets and financial reports and expenditure control
- Resolve invoice discrepancies
- Record invoices in the accounting system and file for payment
- Reconcile payments to vendors
- Monitor vendor accounts to ensure payments are made in a timely manner
- Teaching and course support for faculty and other instructors as well as graduate students which included but was not limited to working closely with the curriculum development organizer to develop and execute the department’s curriculum/academic scheduling
- Perform human resources transactional support, e.g., timecards, I9s, W-9, and/or faculty affairs support
- Guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness
- Coordination of seminar series, colloquia, and special events, including events, courses, seminars, or conferences
- Collect and analyze data, create reports, review, and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function
- Support for faculty affairs activities
- Operational or administrative project support for faculty- or student-led research projects
- Responsible for visa processing: J1, F1, Visiting Research Scholars assignment, Post Doc assignments, Student Researcher assignments
- Manage faculty calendar and travel coordination
- General office duties such as: maintaining office supplies and equipment; and obtaining vendor quotations, as needed
- Coordinate office moves, shipping/receiving, facilities coordination, filing, email correspondence, and other operational support duties.
Administrative/Service & Sales Representative
State Farm Insurance
11.2008 - 08.2010
- Meet company’s sales goals, demonstrate abilities to profitability, productivity, and agency growth along with marketing
- Accounts payable
- HR duties such as: maintaining the work structure by updating job requirements and job descriptions for all positions
- Maintained the organization of staff by establishing a recruiting, testing, and interviewing program; assisted CEO on candidate selection; conducted and analyzed exit interviews; recommended changes
- Prepared employees for assignments by establishing and conducting orientation and training programs
- Answering and screening phone calls, filing, faxing mail correspondence, and general office duties
- Work closely with billing and handling accounts receivable
- Handling service needs for customers such as: taking payments, filing claims, answering billing questions, adding policies to their existing files, and making sure they are satisfied with their insurance needs.
Administrative Assistant
Ventana Property Services
10.2007 - 10.2008
- Responsible for organizing corporate events
- Company Newsletter Publisher
- Marketing
- Answering and screening phone calls, filing, faxing mail correspondence and general office duties
- Work closely with billing and handling accounts receivable and payable.
Administrator/Office Manager
Perpetual Consulting
07.2006 - 10.2007
- Responsible for organizing company trips
- Working with customers and always keeping confidentiality
- Answering and screening phone calls, filing, faxing mail correspondence, and general office duties
- Assist the CEO with travel, appointments, and meetings.
Insurance Representative
State Farm Insurance
06.2005 - 07.2006
- Responsible for providing professional customer service to prospect clients and existing policyholders
- Met company’s sales goals, demonstrate abilities to profitability, productivity, and agency growth
- Processed cash, check and credit payments in a timely manner following company guidelines
- Perform administrative duties including updating client information into the data system, greeting customers, creating customer files, faxing and mail correspondence daily.
Education
Associates of Arts in Business Administration with an emphasis in Criminal Justice -
Heald College
San Jose, CA01.2010
Skills
- Bank Reconciliation
- Administrative abilities
- Payroll Processing
- Account Reconciliation
- Accounts receivable management
- Understanding of financial reporting
- Multitasking and Organization
- Relationship Building
- Phone and Email Etiquette
- Microsoft Office
- Documentation and Recordkeeping
- Data Entry
- Administration and Operations
- Scheduling and calendar management
- Goal Setting
- Appointment Scheduling
- Scheduling
- Strategic Planning
- Staff Training
- Administrative Management
- Financial Reporting
- Event Coordination
- Business Administration
Languages
Spanish
Native or Bilingual
Timeline
Administrative and Finance Coordinator
Stanford University
03.2022 - Current
Executive Administrative Assistant to the Vice President
Phoenix College/Maricopa Colleges
04.2019 - 03.2022
Office Administration/Financial Assistant
Various Temporary Opportunities
11.2017 - 04.2019
Executive Administrative Assistant to CEO
Criterion Brock
04.2017 - 10.2017
Faculty Administrator
Stanford University
08.2010 - 04.2017
Administrative/Service & Sales Representative
State Farm Insurance
11.2008 - 08.2010
Administrative Assistant
Ventana Property Services
10.2007 - 10.2008
Administrator/Office Manager
Perpetual Consulting
07.2006 - 10.2007
Insurance Representative
State Farm Insurance
06.2005 - 07.2006
Associates of Arts in Business Administration with an emphasis in Criminal Justice -
Heald College